Key Functions and Accountabilities
Deliver protocol services to the Regional, Global, and Kenya Country Offices.
Oversee data entry, maintain accurate records, and facilitate communication with the Host Country, with strict adherence to the secure handling of confidential documents such as passport copies and visa applications.
Deliver timely and professional communications to all staff concerning protocol procedures and country-level UN system events involving Protocol.
Facilitate the Regional Office’s coordination of customized arrangements for Very, Very Important Persons (VIPs) attending events, as circumstances require.
Prepare routine correspondence regarding protocol-related matters and, upon request, type verbatim notes.
Deliver protocol support in compliance with UN Women’s established rules, regulations, policies, and strategies, as well as the Host Country’s protocol guidelines.
Upon the arrival and departure of staff members and their dependents, as well as during the issuance of diplomatic identity cards and personal identification numbers, ensure timely notification is provided to the host country government.
Ensure diplomatic identity card renewals are processed promptly upon expiration, following up diligently with the appropriate host government department(s) as needed.
Responsible for promptly processing re-entry passes for employees and their dependents, entry permits for locally recruited non-Kenyan staff, visa extensions for interns and consultants, as well as Kenya entry visas for meeting participants, while maintaining follow-ups with the appropriate host government department(s).
Ensure the prompt processing of Kenyan driving license issuance and renewal, as well as vehicle registration for both official and private vehicles. Additionally, manage the transfer or disposal of these vehicles, along with the issuance and retrieval of their number plates. Follow up diligently with the relevant host country department(s) to maintain seamless operations.
To upkeep a database documenting the protocol-related status of UN Women personnel, facilitating effective monitoring and prompt measures to guarantee their ongoing legitimacy and validity within the country.
Deliver comprehensive administrative assistance to the Regional Office, ensuring seamless operation of daily activities and efficient handling of office-related tasks.
Provide daily operational support for facilities-related activities and liaise with NON Facility Management and/or external contractors to ensure timely maintenance, repairs, and service delivery.
Oversee the organization and management of workspace allocation and logistics to maximize the efficiency of office space, furniture, and supplies.
Facilitate access to secure compounds and ensure campus-wide compliance by managing the issuance of Ground Passes and coordinating with UNDOS and the NON Security and Control Centre for security clearances and mandatory briefings.
The Finance team receives assistance with processing VAT exemptions, including annual blanket exemptions for official and staff member accounts, as well as individual staff VAT claims, as required.
Oversee and manage the timely and accurate delivery of goods and services to ensure full compliance with procurement contract specifications.
Collaborate with UNDOS to facilitate residential security assessments for eligible personnel in accordance with the Kenya Residential Security Measures (RSM).
Offer administrative assistance in the planning and execution of conferences and workshops coordinated by the Regional Office.
Assist the designated Asset Focal Point with the yearly physical asset verification process.
The position holder may undertake additional responsibilities within their designated scope to ensure the effective operation of the Office and the Organization.
Competencies:
We seek candidates who demonstrate a robust proficiency in key areas including strategic planning, analytical thinking, and effective communication. The ideal applicant will possess strong problem-solving capabilities and the ability to adapt swiftly to evolving challenges. Experience in cross-functional collaboration, leadership, and project management is essential, along with a keen attention to detail and a commitment to fostering a results-driven culture. Familiarity with industry-specific software, tools, or methodologies is a valuable asset, as is the capacity to mentor and develop team members while maintaining high ethical standards in all professional interactions.
Core Values:
Integrity is a fundamental requirement for this role, ensuring that all actions and decisions are guided by ethical principles and honesty. Candidates must demonstrate a strong commitment to maintaining ethical standards in both personal and professional conduct. This position requires unwavering adherence to company policies and regulatory compliance, as well as the ability to foster a culture of transparency and trust within the organization. Upholding integrity is essential for building and sustaining the organization’s reputation and credibility.
Professionalism is a fundamental requirement for this position, encompassing a commitment to ethical standards, integrity, and a courteous demeanor in all interactions. Candidates must demonstrate reliability, accountability, and a proactive approach to problem-solving while maintaining a polished and respectful presence. The role demands adherence to workplace policies, confidentiality, and a dedication to fostering a positive and inclusive work environment. Strong interpersonal skills, adaptability, and the ability to handle pressure with composure are essential.
Demonstrates a commitment to fostering an inclusive environment where all individuals are valued, respected, and empowered to contribute their unique perspectives and talents. Embrace and celebrate differences in race, ethnicity, gender, sexual orientation, age, religion, ability, and other dimensions of diversity.
Core Qualifications: Demonstrates proficiency in key areas including analytical thinking, problem-solving, adaptability, and effective communication. Exhibits strong organizational skills and the ability to multitask in a fast-paced environment. Maintains a proactive approach to learning and self-improvement, staying updated on industry trends and best practices. Shows commitment to teamwork and collaboration, fostering a positive and inclusive work culture. Possesses technical expertise relevant to the role, ensuring efficient and accurate task execution. Exhibits leadership potential, with the capacity to motivate and guide colleagues toward achieving organizational goals.
Demonstrates a strong understanding of and sensitivity to gender-related concerns, ensuring inclusive and respectful interactions in all professional settings.
Accountability is a critical requirement for this position, as the role demands meticulous attention to detail, adherence to established protocols, and ownership of outcomes. Candidates must demonstrate the ability to take responsibility for their decisions and actions while ensuring compliance with organizational standards. This includes meeting deadlines, maintaining transparency in reporting, and addressing any discrepancies or issues promptly and effectively. The successful applicant will be expected to foster a culture of accountability within their team, holding themselves and others to high performance benchmarks.
Creative problem-solving involves identifying innovative solutions to complex challenges through original thinking and strategic approaches. It requires the ability to analyze situations from multiple perspectives, generate multiple potential solutions, and implement the most effective one. This skill is essential for addressing unique or unanticipated issues that standard methods cannot resolve. Strong analytical abilities, adaptability, and a willingness to experiment with unconventional ideas are fundamental to success in this area.
Effective communication is essential for fostering collaboration and ensuring clarity in all interactions. Strong verbal and written skills are required to articulate ideas clearly, convey information accurately, and engage with stakeholders at all levels. The ability to listen actively, adapt messaging to diverse audiences, and resolve conflicts through constructive dialogue is critical. Additionally, proficiency in professional correspondence, presentation delivery, and cross-functional team engagement will be key to success in this role.
Collaborate inclusively by fostering an environment where diverse perspectives are valued and integrated, ensuring all team members feel respected and empowered to contribute meaningfully. Engage actively with colleagues across departments and backgrounds, promoting open communication and mutual understanding to drive collective success and innovation. Prioritize accessibility and equity in every interaction, removing barriers to participation while upholding a culture of belonging where every voice is heard.
We foster productive relationships with key stakeholders, ensuring clear communication and alignment on project objectives. By actively engaging with clients, partners, and internal teams, we address concerns, gather valuable feedback, and facilitate collaborative decision-making to drive project success. Strong interpersonal skills and the ability to influence without authority are essential for navigating complex organizational dynamics.
Leading by Example.
Functional Competencies include a proven ability to perform assigned duties with precision and efficiency. Candidates must demonstrate expertise in relevant software applications, analytical tools, and industry-specific methodologies to achieve operational objectives. Strong problem-solving skills are essential, along with the capacity to interpret complex data and translate insights into actionable strategies. Effective collaboration and communication are required to work seamlessly within cross-functional teams, ensuring alignment with organizational goals. Adaptability to evolving business needs and a commitment to continuous professional development are also critical for success in this role.
Demonstrated proficiency in managing and executing administrative procedures and transactions efficiently and accurately.
Responsible for maintaining the integrity and security of sensitive documents and communications through careful handling and systematic management.
Possesses a comprehensive understanding of administrative policies, procedures, and regulatory frameworks.
Required are strong competencies in information technology and web-based management, with proficiency in relevant tools and systems essential for effective operations.
Proven ability to cultivate and maintain strong diplomatic relations, coupled with exceptional verbal and written communication proficiency.
Bachelor’s degree in Human Resources, Business Administration, or a related field is required for this role. A minimum of three years of experience in recruitment or talent acquisition is essential, with a proven track record of sourcing and hiring top talent. Familiarity with applicant tracking systems and recruitment tools is necessary, along with strong interpersonal and communication skills. The ability to work collaboratively in a fast-paced environment and manage multiple priorities is critical. Additionally, experience with diversity and inclusion initiatives in hiring processes is highly desirable.
Education and Certification: Applicants must possess a Bachelor’s degree from an accredited institution in a relevant field. Preference will be given to candidates with advanced degrees such as a Master’s or higher. Additionally, professional certifications or licenses pertinent to the role are strongly encouraged.
Secondary education completion is a prerequisite for this position.
A bachelor’s degree in Business Administration or a related discipline is highly advantageous.
Seasoned professionals with a track record in the industry are encouraged to apply, requiring a minimum of five years of hands-on experience. Applicants must demonstrate proficiency in relevant software, tools, or methodologies critical to the role. Strong problem-solving abilities, adaptability, and a collaborative mindset are essential for navigating dynamic challenges. Exceptional communication skills, both written and verbal, are necessary to articulate ideas clearly and engage effectively with stakeholders. Candidates should hold a degree in a related field or possess equivalent professional certifications to meet baseline qualifications.
A minimum of five years of progressively responsible experience in administration, procurement, human resources, or logistics support services is required.
Proficiency in utilizing computer systems and office software solutions, including online ERP platforms and Microsoft Office applications, is necessary.
Proven experience working with government partners or in protocol-related fields is essential.
Languages: Proficiency in English and French is required; additional languages are considered advantageous.
Proficiency in English is a mandatory requirement for this position;
Proficiency in an additional official United Nations language is considered an asset.
Proficiency in both official languages of Kenya is considered an asset.
Qualifications
BA/BSc/HND
Experience Required
5 years
